Job Description

Working Title :  Administrative Assistant, Deanâ™s Office (Temporary)

Job Classification :  Principal Ofc & Admin Specialist (1826), AFSCME clerical represented

Salary range: $21.69 - $24.84/hour ; based on qualifications

Hours : Temporary appointment through December 2025, part-time, 25 hours a week. Ideal schedule would be afternoons, Monday â“ Friday, with some flexibility.

Office Location :  In-person work, Coffey Hall, St Paul campus

Apply By: March 30, 2025

This position is a temporary part-time position with the ability to increase working hours up to 40 hours a week during high demand for support. This position works in the Extension Deanâ™s office as an administrative support staff providing general administrative support and basic event support to various leadership and the Administrative Associate in the Deanâ™s office. This position reports to the Administrative Associate and Supervisor. This position is an in-person position and must be able to work in the office at Coffey Hall on the St. Paul Campus.

Duties include:

Office support (50%)

Provide general administrative support to the Extension Deanâ™s Office:

• Greet people and help direct them accordingly
• Answering multi-line phone 
• Prep forms for payments and reimbursements, and collect the justification statements and documentation to finalize form submissions.
• Actively track supplies in kitchen, supply, and printer room, and inform supervisor of restock needs, and maintain areas.
• Assist with search processes and scheduling onboarding meetings.
• Retrieve and distribute mail. 
• Prepare and proof general digital and printed documents
• Other duties as assigned

Event, Meeting and Conference support (50%)

Provide support to Administrative Associate and the Deanâ™s Office in event/meeting planning including: 

• Contacting vendors for proposals
• Coordinating vendor and speaker payments/honorariums
• Assist with ordering catering/food for various events
• Assisting with the coordination of event logistics such as signage, transportation, volunteers, and pre-conference logistics
• Assist with catering and other food orders 
• Assist with the creation, preparation, and finalize digital/printed materials 
• Assist with preparing meeting/event folders, nametags, and gift bags
• Assist with registration for various events and programs
• Proofread various documents and provide feedback
• Other duties as assigned

Required Qualifications:

• High school diploma/GED and at least two years of general office experience.
• Basic accounting experience such as breaking out various costs, ieâ¦, find tax for lodging and then adds up to the total costs.
• Google Suites and Microsoft suites experience
• Experience working with a multi-line phone line 
• Grammar and proofing skills 
• Customer service experience
• Experience completing forms
• Experience finalizing documents/forms/slides/graphics
• Ability to lift, carry, push, pull, up to 30 pounds.
• Must be able to work regularly at a dedicated/assigned Extension office. This is not a remote position.
• Ability to work extra hours during high-demand periods and/or events.
• Ability to self-organize and keep track of their own projects/tasks between supervisor check-ins, and report out statuses.
• This position is not eligible for employment visa sponsorship

Preferred Qualifications:

• Knowledge of UMN Extension or the University of Minnesota
• Driving would be great, but not necessary. 
• Experience working on multiple projects at a time
• Event logistic coordination experience
• University accounting experience
• Advance experience with Excel, PowerPoint, Word (i.e.., tables, graphics, mail merges)
• Excellent problem-solving skills 
• Proven ability to document processes and procedures for general use

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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